Global
Opportunities &
Exchanges.
Student Mobility Contract
To be completed and signed by the student and the University of Sheffield BEFORE the
beginning of the exchange period.
THE HOME UNIVERSITY
University Name and Erasmus+ ID
University of Sheffield - UK SHEFFIE01
Code:
Full Address:
Western Bank, Sheffield, S10 2TN
Mrs Dörte Stevenson, Head of Global Opportunities &
Represented by:
Exchanges
AND
THE STUDENT
Full Name:
Degree Title:
Host University Name:
(e.g. University of
Granada)
Host University Country:
(e.g. Spain)
Wishing to apply for an Erasmus+ grant
☐
Supplemented by:
(Please tick if appropriate)
Funding for a severe disability
Funding for a low household income
☐
(A definition of the above is outlined on page 2 of the Erasmus+ Grant Fact
Sheet)
To be transferred to the bank account nominated electronically by the student via the
University of Sheffield’s MUSE portal.
During the academic year: (e.g. 2016-17)
Have agreed on the Conditions and Annexes below which form
an integral part of this contract:
Annex I
Learning Agreement
Annex II
General Conditions
Annex III
Erasmus+ Student Charter
The terms of the conditions in this contract take precedence over those set out in the annexes.
Conditions of the Erasmus+ Grant
1. Overview of the Contract
I.
The University of Sheffield agrees to allocate an Erasmus+ grant to the student for undertaking an
Erasmus+ exchange period provided that sufficient funds are available and that the student
satisfactorily meets the conditions outlined within this contract.
II.
The student accepts the Erasmus+ grant and undertakes to carry out the exchange as described in
Annex I, ensuring to complete all the Erasmus+ forms within the specified timeframes as requested by
the University of Sheffield1
III.
The contract must be signed by hand. Any amendment to this contract following the signatures must
be made in writing.
IV.
The contract will enter into force when the last of the two parties signs.
2. Duration of the Exchange
I.
The exact start and end dates of the exchange must be entered on the Proof of Arrival form and
Confirmation of Stay form. These dates must be confirmed by the host university by way of
handwritten signatures. Any amendments made to the duration dates on these forms after the
signature must be initialled by the Coordinator in the host university.
II.
The start date of the exchange must be the first day that the student is required to be present at the
host university. This could be for a compulsory language course, orientation or registration event. The
duration dates should not include any time spent in the host country travelling or settling in ahead of
the exchange.
III.
The end date of the exchange must be the last day the student is required to be present at the host
university, usually for the final exam or an assessment deadline. Any time spent in the host country
after this point (e.g. awaiting results, re-sit examinations and personal travel) should not be included
in the duration.
IV.
The Erasmus+ grant calculation is based on the duration of the exchange. The duration is normally
calculated in whole months and days using the EC’s duration calculator and the dates entered on
the Erasmus+ forms.
V.
VI.
The minimum duration to be eligible for Erasmus+ funding is 3 months.
The maximum duration for which a student can receive an Erasmus+ grant within each academic
cycle (undergraduate/postgraduate/doctoral studies), including any previous participation in the
Erasmus+ programme, is 12 months.
VII.
If the student wishes to request an extension to the exchange, s/he must make this request to the
University of Sheffield as early as possible and ideally before mid-January. The University of Sheffield
will then consider the request based on the availability of Erasmus+ funds.
VIII.
The Confirmation of Stay form must be completed and signed by the host university to prove that the
exchange took place as planned and to confirm the final end date. Where the exchange has finished
earlier or later than originally indicated on the Proof of Arrival form, the University of Sheffield will
adjust the second allocation Erasmus+ grant.
IX.
The student agrees to ensure that full and accurate duration dates are entered on all of his/her
Erasmus+ forms and acknowledges that these dates will be used to calculate the Erasmus+ grant. It is
the student’s responsibility to ensure that the dates are entered correctly according to the
conditions outlined above.
1
(Full instructions at: www.sheffield.ac.uk/erasmus/outgoing/before/grant-claim-study)
3. Financial Support
I.
The maximum Erasmus+ grant rates are outlined in the Erasmus+ Grant Fact Sheet. The grant amount
is normally determined by multiplying the number of months and leftover days by the corresponding
grant rates, provided that sufficient funds are available to cover the whole duration.
II.
Students who wish to apply for extra funding for special needs will be required to complete an
additional application form and provide supporting documents before their period abroad begins.
Global Opportunities & Exchanges can offer further information on request.
III.
Students cannot receive the Erasmus+ grant if they are already in receipt of another EU grant (for
example, an Erasmus Mundus scholarship).
IV.
The Erasmus+ grant can supplement funds obtained via other sources such as placement wages,
student loans and bursaries provided that the student fulfils the conditions outlined in the Learning
Agreement.
V.
The student may be required to repay some or all of the Erasmus+ grant if s/he does not comply with
the terms of the agreement. If the student terminates the exchange before it ends, s/he will be liable
to repay any Erasmus+ funding s/he has so far received. If the student is prevented from completing
the exchange due to circumstances beyond his/her control, s/he may be eligible to keep the grant
amount equivalent to the actual exchange duration. Such cases must be agreed between the
University of Sheffield and the British Council.
4. Payment Arrangements
I.
The University of Sheffield agrees to pay the student the first 70% of the Erasmus+ grant on receipt of
the completed and signed (i) Student Mobility Contract, (ii) Learning Agreement – Part 1 and (iii)
Proof of Arrival form provided that sufficient funding has been made available. The aforementioned
documents must have been finalised and submitted to the University of Sheffield no later than 2
months after the exchange has commenced. Failure to complete these documents within this
timeframe will result in the student losing the opportunity to claim the Erasmus+ grant.
II.
The University of Sheffield agrees to pay the student the final 30% of the Erasmus+ grant on receipt
of (iv) Part 3 of the Learning Agreement, (v) the Confirmation of Stay form and (vi) the on-line
Student Report Form. Failure to complete these forms within 30 days after the exchange has finished
will result in the student being invoiced for the first allocation Erasmus+ grant and losing the
opportunity to claim the remaining 30% grant allocation.
5. Insurance
I.
The student is covered by the University of Sheffield’s travel insurance policy for the exchange
period abroad as outlined here: www.sheffield.ac.uk/erasmus/outgoing/before/travel. The student
must download and print an insurance certificate as instructed on the above web page and take it
with him/her to the host country. S/he should also read the policy summary to ensure s/he is aware of
what the insurance covers.
II.
The student must also be in possession of a European Health Insurance Card (EHIC), if eligible.
6. Online Linguistic Support
The following section only applies to:

Exchanges where the main language of instruction is; Czech, Danish, Greek, French, German,
Italian, Spanish, Dutch, Polish, Portuguese or Swedish.

Students who are selected by the University of Sheffield to utilise the language tool licences
(once they have been made available). Preference will be given to students who would benefit
the most from this additional language support.
Native speakers of the language of instruction are exempt.
I.
The student must carry out an online assessment of linguistic competences before and at the end of
the exchange period. The results of the assessment will not have an impact on the student’s
acceptance to study in the host university, nor shall they affect the continuation of that exchange
period, nor his/her academic progression on the degree course. However, the University of Sheffield
has the right to withhold the Erasmus+ grant if students do not complete the test when instructed.
The University will send full instructions to selected students once further information is available.
7. Legal Terms
I.
This contract is governed by the law of England and Wales.
II.
The competent court determined in accordance with the applicable national law shall have sole
jurisdiction to hear any dispute between the University of Sheffield and the student concerning the
interpretation, application or validity of this contract, if such dispute cannot be settled amicably.
SIGNATURES
The student confirms that s/he has read and understood the conditions outlined above. The student
agrees to abide by the conditions set out above and in the annexes of this contract.
Student’s Signature:
(The signature must be handwritten)
Date:
The University agrees to abide by the conditions set out above and in accordance with the terms of its
Erasmus+ HE Charter.
Home University Signature:
Mrs D Stevenson, Head of Global
Opportunities & Exchanges
Date:
Once you have completed and signed this contract, please send it by post or scan and email to:
Global Opportunities & Exchanges
Level 3, The Arts Tower
University of Sheffield
Western Bank, SHEFFIELD S10 2TN
Email: globalopps@sheffield.ac.uk
Alternatively, you can place it in the drop-off box at our reception on level 1 of The Arts Tower.
Please keep a copy for your records.
Annex II
GENERAL CONDITIONS
Article 1: Liability
Each party of this agreement shall exonerate the other from any civil liability for damages suffered by
him or his staff as a result of performance of this agreement, provided such damages are not the result
of serious and deliberate misconduct on the part of the other party or his staff.
The National Agency of the United Kingdom, the European Commission or their staff shall not be held
liable in the event of a claim under the agreement relating to any damage caused during the execution
of the mobility period. Consequently, the National Agency of the United Kingdom or the European
Commission shall not entertain any request for indemnity of reimbursement accompanying such claim.
Article 2: Termination of the agreement
In the event of failure by the student to perform any of the obligations arising from the agreement, and
regardless of the consequences provided for under the applicable law, the university is legally entitled to
terminate or cancel the agreement without any further legal formality where no action is taken by the
student within one month of receiving notification by registered letter.
If the student terminates the agreement before its agreement ends or if he/she fails to follow the
agreement in accordance with the rules, he/she shall have to refund the amount of the grant already
paid.
In case of termination by the student due to "force majeure", i.e. an unforeseeable exceptional situation
or event beyond the student's control and not attributable to error or negligence on his/her part, the
student may ask to be considered to receive an Erasmus+ grant covering the actual duration of the
mobility period. The University shall look at such requests on a case-by-case basis in consultation with
the Erasmus+ National Agency, the British Council. Any remaining funds shall have to be refunded in
these cases.
Article 3: Data Protection
All personal data contained in the agreement shall be processed in accordance with Regulation (EC) No
45/2001 of the European Parliament and of the Council on the protection of individuals with regard to
the processing of personal data by the EU institutions and bodies and on the free movement of such
data. Such data shall be processed solely in connection with the implementation and follow-up of the
agreement by the sending institution, the National Agency and the European Commission, without
prejudice to the possibility of passing the data to the bodies responsible for inspection and audit in
accordance with EU legislation (Court of Auditors or European Antifraud Office (OLAF)).
The student may, on written request, gain access to his personal data and correct any information that is
inaccurate or incomplete. He/she should address any questions regarding the processing of his/her
personal data to the sending university and/or the National Agency. The student may lodge a complaint
against the processing of his personal data with the [national supervising body for data protection] with
regard to the use of these data by the sending university, the National Agency, or to the European Data
Protection Supervisor with regard to the use of the data by the European Commission.
Article 4: Checks and Audits
The parties of the agreement undertake to provide any detailed information requested by the European
Commission, the National Agency of the United Kingdom or by any other outside body authorised by
the European Commission or the National Agency of the United Kingdom to check that the mobility
period and the provisions of the agreement are being properly implemented.